Also known as Financial Systems Security Application (FSSA) or ARC Access Request. If there is a product recall affecting any Deliverables, SUPPLIER shall promptly send a written notification of recall including instructions for Refer to Appendix A for an example of the Vendor Qualification Listing data profile. All information supplied by vendors in their bid, quotation or proposal must be held in strict confidence by the Columbia employee evaluating, approving or discussing the bid, quotation or proposal and may not be revealed to any other vendor or persons that are directly or indirectly involved in the bid. OCP is committed to providing the university with the goods and services needed, whenever and wherever a need may arise. For all other areas, visit Columbia's Purchasing Department to see a full list of contacts. University officials will review information on each prospective vendor and will notify the applicant if there is a need for the type of service the vendor provides. Please reference the Request for Proposal Guidelines below for template examples and process guidance. The bidding policy requirements shall apply to all rebids. 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. Residents must keep all furnishings in their room, including bed frames and mattresses. Columbias operating revenue for the last fiscal year (2022) was $5.8 billion. Moreover, OMB Circular A-110 .48 requires the University to include additional provisions in contracts when certaincircumstances are met. The Senior Columbia University Officer present at the bid opening will sign/approve this document. This would also include the unit cost, extended cost, and other associated costs such as delivery costs. E&I, VHA Novation, etc.). A performance bond on the part of the contractor for 100 percent of the contract price. Acquisition of Software All requests for software, including upgrades, must be submitted to the respective ITG technical support specialist. Any person participating in an RFP evaluation or requesting a single/sole source procurement is also required to be in compliance with the Universitys Conflict of Interest policies as referenced below. 3.60 The bid lists shall be summarized in a form specified by Purchasing and Vendor Qualification Committee and reviewed on a regularly scheduled basis by the Facility group or the department AVP or equivalent senior officer. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that WebProcurement Documentation Welcome to the Procurement Documentation application. Small Dollar Purchase (Micro Purchase Threshold): Goods and Service Purchases under $10,000 require one quote/proposal, Request for Quotation (RFQ) (Simplified Acquisition Threshold): Goods and Services Purchases between $10,000 and $249,999 require multiple written quotes obtained from an adequate number of qualified sources, Competitive Procurement Process (Sealed Bid/Competitive Proposal Threshold)*: Goods and Services Purchases of $250,000 or more require multiple written formalized public bids through either a sealed bid or competitive proposal process depending on the goods or services being procured (see below for further details) solicited from an adequate number of qualified sources, pricings found in published journals, advertisements, internet sites, and auctions, UWPAs Central Purchasing has competitively bid and negotiated an agreement on behalf of the University that provides the best overall value for commonly used suppliers. Technical Specifications / Special Conditions (if appropriate), Insurance Requirements (If different from Task Order Agreement), Contract (If different from Task Order Agreement), Contract Agreement Form (If different from Task Order Agreement), have procedures for substitutions clearly stated. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. Please deliver all Fixed Price bids to: University of South Carolina Purchasing Department 1600 Hampton, Suite 606 Columbia, SC 29208 Please contact the Procurement Officer for any questions related to a solicitation. The project is being implemented as Ron Moraski This form provides a record of the selection process. WebProspective vendors should make an initial inquiry with the University. To achieve those goals, Facilities and Operations works with a broad range of contractors and suppliers. Confidentiality of Bids/Quotations/Proposals. Please note that becoming an approved vendor and being issued a vendor ID number does not guarantee business or contracts with Columbia. program emphasizes a technical and rigorous approach to the study of economic theory. When goods, and particularly services, do not have standardized specifications or complex requirements the competitive sourcing process best employed is the Request for Proposal (RFP) process and the following conditions apply: The RFP process brings structure to the procurement decision, with the establishment of a document outlining requirements, articulation of evaluation criteria, and often formal communication activities such as a bidders conference. 1.11 Vendor Qualification is intended to provide information to facilitate the selection of vendors, assure vendors meet minimum Columbia University requirements, assist in Minority Women Local (MWL) utilization, provide a pool of new vendors for diversification of the vendor list, expedite the bid list approval process and reduce Columbia Universitys liability. GSA, NYS Contracts, etc. Networking with the University community may provide suitable options, but might still require vetting based on the criteria outlined in either the RFQ or RFP. GF-2023-R-0009 | pricings found in published journals, advertisements, internet sites and auctions, multiple solutions are available that will fit the need, multiple suppliers can provide the same solution, there is a requirement to determine the best value of the suppliers available solutions, products/services for the project cannot be clearly specified, different skills, expertise and technical capabilities are required from the suppliers, lowest price is not the determining criterion for awarding the contract, final pricing is negotiated with the supplier. The requestor should consult the. We are open from 8 a.m. to 8 p.m., Monday through Friday only. Contracts in excess of the simplified acquisition thresholdwhich is currently $100,000 under 41 U.S.C. Capital Solicitations. Failure to submit the properly authorized Sole/Single Source justification will result in the form being returned to the Requisitioner. Approval Bids estimated to result in awards between $50,000 (Trades) / $100,000 (General Contractors) and one million ($1,000,000) require at least three (3) Columbia University Officers present with at least one being an AVP level or designee. In the event the goods and/or services procurement does not require the issuance of a Purchase Order in accordance with the University Requisition and PO Policy, the school or department is still required to provide the appropriate non-competitive documentation in support of the transaction per the terms of the Sponsored award and Uniform Guidance (CFR 200). Diligence in retrieving files from fax and copier machines is optimum to maintain confidentiality and to limit access to that information. We are also responsible for negotiating and signing most consultant'scontracts and other service agreements; processing employee expense reimbursements, prize & award payments made by the University; and maintenance of the University vendor/payee database that supports procurement transactions. Primary Guidance to Which this Policy Responds, This policy responds to all applicable government procurement regulations as contained in the Federal Acquisition Register (FAR); Office of Management and Budgets uniform administrative requirements as codified under the Code of Federal Regulations (C.F.R.) Procurement Services There should not be any variability in the product or service offering from suppliers in an RFQ. We are also responsible for negotiating and signing most The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. Vice President, Procurement Services clearly specify the procedure for returning bids. All proposals should include both standard University requirements and requirements specific to the product/service being sought. if any of the above have done work for Columbia University or its affiliate schools and hospitals, under any vendor name other than the current vendor name. A Facilities Director must approve the vendor selection. Once a proposal has been selected, the Purchasing Checklist and Bid Summary Form Sponsored, which provides for the price analysis, must be completed and submitted with the requisition as supporting documentation. This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. Due to space limitations, Housing cannot provide alternate storage for any furniture. Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. Requests for Proposals (RFPs) and their respective evaluation criteria must be made publicly available. A current version of these provisions as of the date of publication of these Guidelines is provided in Appendix 2 of the Purchasing Guidelines, Special Terms and Conditions, Federal Acquisition Regulations. All necessary supporting documentation for the requisition will be sent to Purchasing after obtaining required workflow approval(s). 1.15 The qualification process will assure that quality standards, insurance requirements, policy and guidelines are met. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. Information relating to the project being bid and without limitation, includes technical, financial, operational, legal, commercial, proprietary and any and all other information or data disclosed to or by the bidder in the bidding documents and must not be disclosed and must be kept confidential. Review our Columbia University and CUIMC-specific safety and compliance guidelinesand learn about our loading docks. In the event multiple bids are not available, a sole source justification must be completed providing details as to the reason a competitive bidding process was not utilized. It will also show the total base bid and appropriate alternatives. A University buyer making a purchase with funds from a Federal grant or cooperative agreement must comply with the sponsoring agencys regulations that implement OMB Circular A-110. Contracts of $250,000 or more are required to employ a formal proposal process. Position SummaryReporting to the Executive Director, Procurement Application Support, theSee this and similar jobs on LinkedIn. *Note: Facilities and construction-related procurement activities, please reference Purchasing of Facilities Servicesand/or the above-mentioned Purchasing Matrix in Appendix II of this policy. Facilities Management and Campus Services is taking additional measures around campus to support basic operations. This might become necessary as a result of: Any information, clarification and addendums transmitted to one bidder should be concurrently transmitted to all bidders. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. Purchasing will work with the School or Departmental business owner in ensuring the aforementioned process is completed in accordance with applicable Federal guidelines and regulations. 4.71 All competitively bid work requires sealed bids. A "payment bond" is one executed in connection with a contract to assure payment as required by statute of all persons supplying labor and material in the execution of the work provided for in the contract. Start here to learn the basics. Quantities and unit pricing will be audited post award utilizing the Vendors and the Facility Management Groups documentation which will be forwarded to Purchasing for issuance of a purchase order. A Facilities Director must approve the vendor selection. If vendors other than Task Order Vendors are utilized the work must be competitively bid. Work awarded without a written proposal will be audited post award utilizing the Vendors and the Facility Management Groups documentation. program are considered for the Fall term only. All accepted modifications and alternates should be clearly indicated. WebColumbia University in the City of New York Finance Procurement Documentation Application Intro Purchasing Accounts Payable Vendor Management Journal Entries Verbal bids are not accepted under any circumstances. If all factors are equal (i.e. 2.20 Each Task Order Agreement Vendor will be provided ongoing opportunities to bid on work consistent with their financial limit, availability and as established by their qualification profile. Scroll to explore Featured In Focus Previous Next 1 / 4 The typical work week is Monday thru Friday 8:00 am- 5:00 pm. WebUniversity Procurement. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. When procuring construction-related activities and the cost exceeds $250,000 the required competitive sourcing process is the Sealed Bid Proposal process. WebSubcontract costs in excess of the first $25,000 during the competing project period Tuition remission Rental costs of off-site facilities Scholarships and fellowships Participant costs In addition, MTDC on training grants and fellowships exclude tuition, fees and health insurance. This form provides a record of the selection process. 5.40 At the time of bid opening, the initial preparation of the bid summary shall be considered preliminary, until the bids can be verified or leveled. WebPresident Bollinger announced that Columbia University along with many other academic institutions (sixteen, including all Ivy League universities) filed an amicus brief in the U.S. District Court for the Eastern District of New York challenging the Executive Order regarding immigrants from seven designated countries and refugees. 3.14.1 All work greater than $20,000 for individual trades and $50,000 for general contractors and up to $100,000 for both categories, require a minimum of three written bids. Purchasing The Purchasing Department if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. (Note: Section 1.1 and 1.16). Purchasing will prepare activity reports on an annual basis for comparison with stated objectives. Where bonds are required in the situations described herein, the bonds shall be obtained from companies holding certificates of authority as acceptable sureties pursuant to 31 CFR part 223, "Surety Companies Doing Business with the United States.". 1.41 Firms that act in violation of the term of their contract, Columbia University policy or guidelines and / or outside the guidelines of the Purchasing and Facility departments can be terminated or suspended from participation in any University work for a time frame to be determined by Purchasing and the Vendor Qualification Committee. 2.11If a vendors services are required and they are not qualified the requesting manager is to contact Purchasing Department or Project Administration who can assist the manager to find an appropriate substitute who is qualified or take action to qualify a suitable vendor for the area of work not available on the current list. Numerous FAR contract clauses and FAR certifications may be required for such a purchase. at 2 C.F.R. The bid lists will be evaluated, modified and approved. These vendors will be called Qualified Vendors. 1 South Park Circle Unit: Building #1 Suite: 501 Charleston, SC 29407. 3.30 The bid list will be prepared by the Project Manager and submitted to the Director for approval. RFI/Supplier Pre-Qualification an RFI (Request for Information) method is generally used during an RFP process to collect information about suppliers in determining a suppliers capabilities and if they are able to meet the requirements of the bid process. 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. The links to the policies are provided below. It is important to note that it is required that all documentation supporting these purchases are provided to Procurement in the manner prescribed. 3. P-Card Setup and Columbia University in the City of New York does require GPA. Appendix A to OMB Circular A-110 contains mandatory procurement provisionsalso known as flow down clausesfor contracts, including small purchases that do not meet the simplified acquisition threshold, awarded by recipients of Federal grants and cooperative agreements. Please refer to the Purchasing Matrix in Appendix II for specific process requirements by category and dollar threshold. To view the full job description, please click link Finance and WebKabir is an experienced renewables/EV analyst and sustainability consultant. All RFPs should include both standard University requirements and requirements specific to the product/service being sought. Normal processing time in Vendor Management is ~5 business days (depending on external business disruptions). Bids must be unsealed in a manner consistent with the specifications included in the proposal and contract(s) awarded to the qualified supplier(s) with the lowest price. Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. 4.73 Bidding instructions should request that bidders respond by mail or fax if they are not going to participate prior to the bid due date. Plans, specifications and other pertinent information shall be sent to all vendors on the bid list, at the same time. The sealed bid proposal process is used for firm fixed price contracts where the contract will be awarded on a lowest price basis and is the preferred process for supplies, equipment and construction awards. Visit theARC Vendor/Payee Request Web Form. Bids submitted to Facilities are to be sent to a designated individual, Bid Coordinator, within the facilities organization who keeps them in a secure location until the bid deadline / opening. Guidelines are met being implemented as Ron Moraski this form provides a record of the contract.. To see a full list of contacts should include both standard University and! Information shall be sent to all vendors on the bid opening will sign/approve document! Numerous FAR contract clauses and FAR certifications may be required for such Purchase... $ 5.8 billion 8:00 am- 5:00 pm to limit Access to that information shall sent... Needed, whenever and wherever a need may arise a broad range of contractors suppliers. 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